In today's fast-paced sales environment, efficiency is vital. When one of our clients approached us with the challenge of managing over 500 monthly form submissions and assigning them to the correct sales territories and representatives, we knew we had to leverage the power of marketing automation. Here's how we used HubSpot to streamline their process and save countless hours of manual work.

The Challenge

Our client was facing a significant bottleneck in their sales process. With over 500 form submissions coming in monthly, their sales admin team was spending an inordinate amount of time manually assigning leads to the appropriate sales territories and representatives. This process was not only time-consuming but also prone to human error, potentially leading to missed opportunities and frustrated sales reps.

Our Solution: HubSpot Workflow Magic

We used HubSpot's powerful workflow capabilities to create a custom, automated solution. Here's how we did it:

1. Data Integration

First, we integrated HubSpot with the client's existing Salesforce CRM. This was a complex process due to the numerous properties and data nuances involved, but it was crucial for ensuring seamless data flow between systems.

2. Territory Mapping

We used a Google Sheet provided by the client, which contained all their sales territories mapped to zip code ranges. We refined this data, organizing it by state and the first three digits of zip codes within each territory.

3. Custom List Creation

We created custom lists in HubSpot based on the territory mapping. Each list contained a series of "OR" statements grouping zip codes by state within each territory.

4. Complex Workflow Design

We designed a sophisticated workflow in HubSpot with approximately 20 branches - one for each sales territory. The workflow:

• Identifies which territory list a new contact belongs to
• Sets specific property values on the contact record, including:
  • The assigned territory number
  • The appropriate sales representative (contact owner)

5. Future-Proofing

We built the workflow with flexibility in mind, making it easy to update as sales territories or personnel change over time.

The Results

The impact of this automation has been significant:

• Over 5,000 contacts have been successfully processed through the workflow
• Substantial time savings for the sales admin team
• Elimination of manual errors in lead assignment
• Faster lead response times, improving the chance of conversion
• A scalable system that can handle increasing lead volumes without additional administrative burden

Next Steps

While the current system is already providing substantial benefits, we're not stopping there. Our next planned enhancement is to add automated notifications to territory managers when they receive a new lead. This will further streamline the process and ensure rapid follow-up on all new opportunities.

Key Takeaways

1. Leverage Automation: Don't let manual processes bog down your sales team. Look for opportunities to automate repetitive tasks.
2. Integrate Your Tools: Ensuring your marketing automation platform (like HubSpot) works seamlessly with your CRM (like Salesforce) is crucial for maintaining data integrity and process efficiency.
3. Think Scalable: Design your systems to handle not only your current needs but also your anticipated future growth.
4. Continual Improvement: Always look for ways to refine and enhance your processes.

By implementing smart automation, you can free up your sales team to focus on what they do best - building relationships and closing deals.

Interested in learning how we can help streamline your sales processes? Contact WebStrategies today for a consultation.